Top 10 Tips for Running a Call for Event Speakers

Securing high-quality speakers is a crucial part of creating an engaging event that resonates with attendees. A successful call for speakers (CFS) process not only ensures top talent but also helps bring fresh perspectives, expert knowledge, and diversity to your event’s agenda. 

In this guide, we will explore ten actionable tips to help you streamline your call for speakers and attract the right candidates.

Understanding the Call for Event Speakers

A Call for Event Speakers (CFS) is a process by which event organizers invite individuals to apply to speak at an upcoming event. 

Through a formal announcement or application, organizers reach out to potential speakers—such as industry experts, thought leaders, and professionals—to propose session topics, workshops, or presentations that align with the event’s theme or goals.

This process typically includes:

1. Announcement: The event organizer publishes a public call, detailing the event’s purpose, theme, and the types of sessions they are looking for. The announcement may outline the specific expertise, topics, and presentation formats they are interested in.
2. Application Form: Prospective speakers complete an application that includes essential information such as their proposed session title, topic description, target audience, and speaking experience. Applicants might also submit a bio, headshot, and references or links to past presentations.
3. Selection Process: A panel or selection committee reviews applications to assess each candidate’s suitability based on relevance, expertise, and ability to engage the audience. The best-suited candidates are chosen, and the organizers notify both successful and unsuccessful applicants.
4. Communication and Support: Organizers provide chosen speakers with guidance and resources, such as presentation guidelines, technical support, and, sometimes, training sessions to ensure their presentations align with the event standards.

Top 10 Tips for Running a Call for Event Speakers

The goal of a Call for Speakers is to attract a diverse, knowledgeable, and engaging lineup of speakers who will provide valuable insights and experiences for the event audience. This process also democratizes the speaker selection, opening opportunities for new voices and perspectives.

Here are 10 essential tips for running a successful call for event speakers:

1. Clearly Define Your Event’s Purpose and Goals

Before you start, be clear about the purpose of your event and what you hope to achieve. Understanding your goals will help you target the right speakers who align with your event’s objectives. For example:

• Educational events benefit from speakers who are subject-matter experts and can provide in-depth, practical knowledge.
• Networking events might need speakers who are skilled at sparking conversations and engaging with an audience.

Once you have these goals in mind, your call for speakers can be structured to attract candidates who fit these needs.

2. Identify Your Audience’s Interests and Needs

Understanding your audience is essential when crafting your call for speakers. Consider:

• Topics of interest: What trends, challenges, or areas are most relevant to your attendees?
• Preferred format: Do they prefer keynote speeches, interactive workshops, or panel discussions?

Tailor your call for speakers by highlighting the topics and formats that would resonate most with your audience. This clarity will attract speakers who can provide the content that attendees want.

3. Create a Comprehensive Speaker Application

A well-designed application form makes it easier to evaluate candidates and streamlines the submission process for applicants. Essential sections to include:

• Speaker bio: Request a short biography with relevant achievements.
• Session title and description: A brief, catchy title and a concise description can give you a clear idea of the speaker’s presentation style.
• Previous speaking experience: This will help you gauge their experience and credibility.
• References or links to past talks: If available, ask for links to videos, slides, or testimonials from previous events.

Use this application to get a thorough understanding of what each speaker can offer.

4. Set Clear Criteria for Selection

Define your selection criteria early on to maintain consistency and transparency throughout the evaluation process. Common criteria include:

• Relevance of topic: Does the proposed topic align with your event’s theme and goals?
• Engagement potential: Does the speaker have a record of engaging and connecting with audiences?
• Diversity and inclusion: Consider representation across genders, backgrounds, and viewpoints to ensure a balanced agenda.

Publish these criteria on your CFS page so applicants understand what you’re looking for, and internally, to help your team make objective decisions.

5. Promote Your Call for Speakers Widely

Once your CFS is live, promote it through multiple channels to reach a broad range of potential speakers:

• Email newsletters to your industry contacts and past attendees.
• Social media posts on platforms like LinkedIn, Twitter, and Facebook.
• Industry forums and online groups where speakers and experts often gather.
• Partnerships with associations and organizations in your field who can amplify your call to their members.

The more visibility you create, the better your chances of attracting top talent.

6. Set a Realistic Submission Deadline

Give potential speakers enough time to complete their applications thoughtfully. Setting a clear but reasonable deadline helps streamline the process and ensures that high-quality applications come through. 

Avoid overly tight deadlines that may deter applicants; a minimum of 4–6 weeks is generally a good timeframe. Additionally, consider sending a reminder a week before the deadline to encourage last-minute submissions.

7. Establish an Organized Review Process

To keep the review process efficient and fair:

• Form a selection committee: Gather a diverse group of individuals who can offer various perspectives on the applications.
• Use a scoring system: Rate applications based on your selection criteria. This will allow for objective comparisons and prevent bias.
• Hold review meetings: Schedule check-in meetings to discuss top applicants and make final decisions.

An organized review process will save time and help you objectively select the best candidates for your event.

8. Communicate Clearly with Applicants

Transparency in communication can leave a positive impression on all applicants, even those who aren’t selected. Here’s how to manage this:

• Acknowledgement email: Send an automatic response confirming receipt of the application.
• Updates: If the selection process takes longer than anticipated, send a follow-up email with a timeline.
• Notification of results: Inform both accepted and declined applicants. Provide constructive feedback when possible.

This approach will foster goodwill and enhance your reputation within the speaker community, increasing the chances of high-quality applications in future events.

9. Consider Hosting a Q&A Session

A Q&A or informational session before the submission deadline can help clarify the application process and answer common questions. Use this time to:

• Explain the application process and selection criteria: This will help applicants tailor their submissions.
• Outline your expectations for speakers: Describe the presentation formats, time limits, and the type of content you’re looking for.
• Address questions directly: Applicants can ask questions in real time, which might also reduce the volume of individual inquiries later.

This session can be conducted as a live webinar, with a recording available for those who couldn’t attend.

10. Offer Speaker Support and Resources

Providing speakers with the tools and support they need can enhance the quality of their presentations and your event’s success. Consider offering:

• Presentation guidelines: Share best practices, branding requirements, and preferred formats for slides or other visual aids.
• Training sessions: Arrange virtual or in-person sessions to help speakers refine their content and delivery.
• Tech support: Ensure they have the technical assistance needed for a smooth presentation, especially for virtual or hybrid events.

Supporting speakers throughout the process increases their confidence and boosts the quality of their sessions, ultimately enhancing the attendee experience.

Conclusion

Running a successful call for speakers is a multi-step process, but with proper planning and clear communication, you can attract top talent that aligns with your event’s goals. By following these ten tips, you’ll be well on your way to building an event lineup that’s diverse, engaging, and memorable for your audience.